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1 ©2006, Stanley Associates. All rights reserved. 1 U.S. Marine Corps Parts Inventory Management Garrison Mobile Equipment (GME) Fleet Management System.

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Presentation on theme: "1 ©2006, Stanley Associates. All rights reserved. 1 U.S. Marine Corps Parts Inventory Management Garrison Mobile Equipment (GME) Fleet Management System."— Presentation transcript:

1 1 ©2006, Stanley Associates. All rights reserved. 1 U.S. Marine Corps Parts Inventory Management Garrison Mobile Equipment (GME) Fleet Management System (FMS) Web Enablement Upgrade Program Advance Upgrade Training (Version 1.0) ©2006, Stanley Associates. All rights reserved. Presented by the Advance Training Team:

2 2 ©2006, Stanley Associates. All rights reserved. 2 Table of Contents This manual provides step-by-step instructions for setting up and using the Parts, Inventory, and Purchasing capabilities of FleetFocus FA. Initializing Your Parts Inventory3 – 16 Purchasing – Overview17 Purchasing – Quick Orders18 – 21 Part Receipts22 – 23 Completing the Parts Record24 – 33 Purchasing – Automatic Reordering34 – 37 Parts Order Management38 – 42 Issuing Parts to Work Orders43 – 44 Direct Issues45 Part Transfers46 – 49 Inventory Counts50 – 58 Part Requests59 – 62 Cores63 – 68 Part Warranties69 – 79 Warranty Claims80 – 81 Cross References82 Vendor Contracts83 – 86 Historical Costs87 Help88 Section Page

3 3 ©2006, Stanley Associates. All rights reserved. 3 This section describes how to enter a new Part ID record in FleetFocusFA. To complete a parts record you will need to enter data into the following four screens: Parts Primary Information - To enter basic information about the part. Parts Location Information - To enter location specific information (bin,unit of measure). Parts Adjustments - To enter starting inventory level and price. Vendor/Part Information - To specify general information about the vendors of the part. Note: New Part ID records can also be created automatically using the FleetFocusFA Quick Orders screen Adding a New Part

4 4 ©2006, Stanley Associates. All rights reserved. 4 Check if part is in stock If the part was requested using the Request screen, parts staff can automatically create a Quick Order by select the action of ORDER. Or the part can be manually ordered by creating a Quick Order. If the mechanic requested the part using the Request screen, parts staff will issue it to the work order from that screen. If not, issue it by scanning the Part ID into the Parts Issue and Returns screen. If the part is in stock, hand the part to the mechanic. Part Room employees will run the reorder report and mass-create purchase orders for stocked parts from the Reordering Screen. Once the parts arrive, parts room employees will enter the parts into inventory using the Receipt Screen. End of Day Once the part is in, forward it to the mechanic and immediately issue the part from the Receipt screen.* Parts room personnel receive a request for parts for a Work Order. YESNO * Smaller parts operations often use the Quick Orders screen to order and immediately receive all parts. They also immediately issue the part to a work order. In addition, new parts records can be created through the Quick Orders screen. Common Parts Workflow Scenarios

5 5 ©2006, Stanley Associates. All rights reserved. 5 Creating the Part Primary Information Record FA Portal Parts Inventory Primary Information (Basic Info) 2. Fill in the Part ID. Part Suffix defaults to 0. Note: The Parts Primary Information screen defines information about all parts kept in inventory in a location managed database. The information on this screen affects all users at all locations. 1. Click Prepare for Insert. 3. Enter a Keyword that describes or generally categorizes the part (e.g., FILTER). 4. Enter Short description of the part, specific enough to identify it. 5. Select the Product Category ID Continued on the next page.

6 6 ©2006, Stanley Associates. All rights reserved. 6 Part Primary Information Record (continued) FA Portal Parts Inventory Primary Information (Basic Info) 6. Select a Part classification ID. This field defines a field by its end user status. 7. Check Core, Tire or Controlled Substance (if applicable). 8. Click on the More Info tab (continued on the next page)

7 7 ©2006, Stanley Associates. All rights reserved. 7 Part Primary Information Record (continued) FA Portal Parts Inventory Primary Information (More Info) 9. Enter a Long description (if applicable). 10. Click Process to save entry.

8 8 ©2006, Stanley Associates. All rights reserved. 8 Creating the Part Location Record FA Portal Parts Inventory Location Information (Basic Info) 1. Click Prepare for Insert. 2. Select the Part ID entered on the Part Primary Information screen. 3. Select the Inventory Location ID. 4. Select the Unit of measure. 5. Enter the Bin location. 6. Click on the Stock Management info area (continued on the next page) Note: The Location Information screen specifies where a part is stocked. This screen defines location-specific part information.

9 9 ©2006, Stanley Associates. All rights reserved. 9 Part Location Record (continued) 7. Select the Inventory month (if a stocked part). 8. The Stock status will default to STOCKED (change to ON DEMAND – PROMOTABLE, ON DEMAND – NOT PROMOTABLE or PROHIBITED if it is not a stocked part).. FA Portal Parts Inventory Location Information (Stock Mgmt) 9. Click on the Purchasing Info tab (continued on the next page)

10 10 ©2006, Stanley Associates. All rights reserved. 10 Part Location Record (continued) FA Portal Parts Inventory Location Information (Purchasing Info) 13. Click on the EOQ info frame (continued on the next page) 10. Enter the Manufacturer name. 11. Enter the Manufacturer part number. 12. Enter the Preferred vendor ID. This is the vendor that FleetFocus FA assigns to the purchase order during automatic reordering. Putting in a Preferred vendor ID will partially create a Vendor/Part record, see page 30.

11 11 ©2006, Stanley Associates. All rights reserved. 11 Part Location Record (continued) FA Portal Parts Inventory Location Information (EOQ tab) 14. Enter Reorder Point. If the quantity in stock at this location falls below this level (in units of issue) then an order is to be placed. 15. Enter a Reorder quantity. This is the quantity to order (in units of issue) when you reorder this part for this location. Note: The EOQ Tab is used to set up information for automatic reordering of stocked parts. 16. Click Process to save entry.

12 12 ©2006, Stanley Associates. All rights reserved. 12 Creating the Vendor/Part Record 2. Select a Vendor ID. 1. Click Prepare for Insert. 4. Select a Unit of purchase. 3. Select a Part ID. The Part suffix will automatically fill in. FA Portal Parts Inventory Vendor/Part Information (Basic Info) Note: The purpose of the Vendor/Part Information screen is to define information specific to the part and vendor including the warranty period for each part. Please be aware that many Vendor/Part records may have already been created. Continued on the next page.

13 13 ©2006, Stanley Associates. All rights reserved. 13 Vendor/Part Record (continued) 5. Enter the Purchase/issue factor. This is the ratio between the order unit of measure and the receipt/issue unit of measure. If the factor is 12, every order quantity of one consists of twelve units of the part. For example, you may order 1 box of switches and the vendor may pack 12 switches to a box. FA Portal Parts Inventory Vendor/Part Information (Basic Info) 6. Enter the Current order unit price if this price is under contract. 7. Enter the Price type. Continued on the next page.

14 14 ©2006, Stanley Associates. All rights reserved. 14 Vendor/Part Record (continued) FA Portal Parts Inventory Vendor/Part Information (Basic Info) 9. The Entry complete checkbox will automatically be checked when ALL records are completed. When this box is checked the Automatic reordering screen for this part is enabled. Tip: This is filterable and can be used to find unfinished part records. 8. Warranty start defaults to Upon Installation. Continued on the next page.

15 15 ©2006, Stanley Associates. All rights reserved. 15 Vendor/Part Record (continued) 12. Click Process to save entry. 10. Fill Warranty life Months if part is warrantable. 11. Fill Warranty life Meter units if warrantable. FA Portal Parts Inventory Vendor/Part Information (Warranty)

16 16 ©2006, Stanley Associates. All rights reserved. 16 FA Portal Parts Inventory Parts Activity Adjustments Note: This screen shows how to manually adjust the parts inventory in FleetFocus FA. 1. Click Prepare for insert. 2.Select the Part ID. 3.Select the Location ID. 4.Select the inventory adjustment Action desired. 5.Select the appropriate inventory Adjustment Type. Quantity Only - adds or subtracts the quantity of the part on hand. Value Only - adjusts the value of the part on hand. Qty at a Different Price - adjusts quantity on hand by using a different unit price. Unit Price Only – adjusts the unit price of all parts on hand. Parts Inventory Adjustments - Manual adjustments 7. Click Process to save entry. 6. Depending upon the Adjustment type selected above, enter the appropriate Quantity, Unit price or Value adjustments.

17 17 ©2006, Stanley Associates. All rights reserved. 17 Purchasing Overview The steps required to purchase and receive parts in FleetFocus FA are listed below. Detailed instructions are found on the pages indicated. I. Quick Order – non-stocked parts only 18 – 21 a. To do a standard receipt, use the Parts Receipt screen.22 – 23 b. Parts record completed? All done! c. Parts record not completed? How to finish 24 – 33 II. Automatic Reordering – stocked parts only 34 – 37 III. Parts Order Management38 – 41 Section Page

18 18 ©2006, Stanley Associates. All rights reserved. 18 FA Portal Parts Inventory Part Ordering Quick Orders (Basic Info) 1. Click Prepare for insert. 2. Enter the Location ID of the location to receive the parts. 3.Enter the Vendor ID. 4.The Date Ordered will default to today's date (may be changed). 5. Change the Address ID (if necessary). 6. Enter the employee creating the PO in the Order placed by field. 7. Enter the Order header type. 8. Order type will default to Quick. 9. Click on the Line Items frame (continued on the next page) Creating a Purchase Quick Order Note: The purpose of the Quick Orders screen is to order, sell, and receive stock and special order parts.

19 19 ©2006, Stanley Associates. All rights reserved. 19 10.Enter a valid FleetFocus FA Part ID. If the part has been entered into the system previously, pick the Part ID from the drop down list. If it hasnt been entered into the system, create a valid Part ID here. 11.Enter the Part suffix. If this is a new part you must fill in with zero (0). 12. Enter the Vendor contract ID. 13. Enter the Price type if it does not fill in automatically. 14.Enter the Gross unit price for the part. 15. Enter the Date required. 16. Fill Quantity with the number received. Group Control Purchase Quick Order (continued) Continued on the next page. FA Portal Parts Inventory Part Ordering Quick Orders (Line Items)

20 20 ©2006, Stanley Associates. All rights reserved. 20 Purchase Quick Order (continued) 17. If part is in FleetFocus FA the Verified valid part ID check will fill in. If not, you must check yes by clicking in the square. 18. Enter the Unit of Purchase if it does not fill in automatically. 19. Enter the Account ID. 20. The Part short description will auto-fill if the part was previously entered into the system. If not, fill in a Part short description. Group Control 21. Click Process to save entry. FA Portal Parts Inventory Part Ordering Quick Orders (Line Items)

21 21 ©2006, Stanley Associates. All rights reserved. 21 FA Portal Parts Inventory Part Ordering Quick Orders (Line Items) Purchase Quick Order (continued) 22. FleetFocus FA displays a message if there was a previous order price for the part and the current order price differs from that by more than the amount specified on the Messaging tab of the Data-> Parts Items->Setup ->Options screen If the price for the part has been verified, click OK and click Process to continue.

22 22 ©2006, Stanley Associates. All rights reserved. 22 Group Control FA Portal Parts Inventory Parts Activity Part Receipts (Receipts) 1. Filter on the Purchase order ID. 2. To edit information, click Prepare for Update. Parts Receipts 11. Click Process to save entries. Note: The purpose of the Receipts screen for parts is to enter information about the receipt of parts. You can only update information about the current line items on the purchase order; you cannot add new line items to the purchase order. 3. Enter the Quantity to receive of the part. 4. The Receipt date will default to todays date (may be changed). 5. Enter the Receipt location ID. 6. Enter the Receipt price vendors currency. 7. Enter in the Employee receiving the part. 8. Enter the Label Quantity. FleetFocus FA defaults to the number of parts received. 9. Check Add Sales tax if applicable. 10. Enter the vendors invoice number into Vendor invoice. If this is an immediate issue, continue on next page, otherwise go to step 11.

23 23 ©2006, Stanley Associates. All rights reserved. 23 Parts Receipts (continued) Follow these steps for an immediate issue. 12. Place a check in the Immediate issue box. 13. Enter the quantity sold into Issue quantity. 14. Enter the Core credit and Core unit value if applicable. 15. In Work order location, select the shop to which you are issuing. 16. Fill Work order year with the current year. 17. Enter the Work order number. 18. The Equipment ID number will fill. 19. Select a Task ID. 20. Select an Account ID. 21. Select a Fail ID. Group Control 22. Click Process to save entry. FA Portal Parts Inventory Parts Activity Part Receipts (Receipts)

24 24 ©2006, Stanley Associates. All rights reserved. 24 FA Portal Parts Inventory Part Primary Information (Basic Info) Note: These are instructions to fill in additional information for a part that is created using the Quick Orders screen. This screen defines system-wide parts information and affects all users! 1. Filter on the Part ID. FleetFocus FA fills the Part suffix, the Short description, the Date and time added and Product Category ID of NEW PART. 2. Unlock the record. 3. Enter a Keyword that describes or generally categorizes the part (e.g., FILTER). 4. Edit Short description if necessary. 5. Replace the NEW PART Product category ID with one of the other choices. Completing the Parts Record – Part Primary Information 6. Select a Part classification ID.7. Click on the More Info frame (continued on the next page)

25 25 ©2006, Stanley Associates. All rights reserved. 25 Completing the Parts Record – Part Primary Information FA Portal Parts Inventory Part Primary Information (More Info) 8. Enter a Long description (if applicable). 9. Click Process to save entry.

26 26 ©2006, Stanley Associates. All rights reserved. 26 Data Parts Inventory Part Location Information (Basic Info) Note: These are instructions to fill in additional information for a part that is created using the Quick Orders screen. This screen defines location-specific part information. 1. Retrieve the part record by filtering on the Part ID at the Inventory location ID. 2. Unlock the record. 3. Select the Unit of measure. 4. Enter the Bin location. 5. Click on the Stock Management info area (continued on the next page) Completing the Parts Record – Part Location Information

27 27 ©2006, Stanley Associates. All rights reserved. 27 FA Portal Parts Inventory Part Location Information (Stock Mgmt) 6. Select the Inventory month (if a stocked part). 7. The Stock status will default to ON DEMAND – PROMOTABLE (change to STOCKED, ON DEMAND – NOT PROMOTABLE or PROHIBITED if it is not a stocked part). 8. Click on the Purchasing Info frame (continued on the next page) Completing the Parts Record – Part Location Information

28 28 ©2006, Stanley Associates. All rights reserved. 28 FA Portal Parts Inventory Part Location Information (Purchasing Info) 9. Enter the Manufacturer name. 10. Enter the Manufacturer part number. 11. Enter the Preferred vendor ID. This is the vendor that FleetFocus FA assigns to the purchase order during automatic reordering. Completing the Parts Record – Part Location Information 12. If this is a non-stocked part click Process to save entry. Otherwise go to the next page.

29 29 ©2006, Stanley Associates. All rights reserved. 29 Completing the Parts Record – Part Location Information FA Portal Parts Inventory Part Location Information (EOQ) 13. Enter Reorder Point. If the quantity in stock at this location falls below this level (in units of issue) then an order is to be placed. 14. Enter a Reorder quantity. This is the quantity to order (in units of issue) when you reorder this part for this location. Note: The EOQ Tab is used to set up information for automatic reordering of stocked parts. 15. Click Process to save entry.

30 30 ©2006, Stanley Associates. All rights reserved. 30 Completing the Parts Record – Vendor/Part Information FA Portal Parts Inventory Vendor/Part Information (Basic Info) Note: These are instructions to complete the information for a part that is created using the Quick Orders screen. Tip: To retrieve all part/vendor records that are incomplete, remove the Entry complete check in the filter. 1. Retrieve the (vendor/part) record by filtering on the Vendor ID and Part ID. 2. Click here to unlock the record. 3. Fill Unit of purchase (if different). 4. Enter the Purchase/issue factor. This is the ratio between the order unit of measure and the receipt/issue unit of measure. If the factor is 12, every order quantity of one consists of twelve units of the part. For example, you may order 1 box of switches and the vendor may pack 12 switches to a box. Continued on the next page.

31 31 ©2006, Stanley Associates. All rights reserved. 31 Completing the Parts Record – Vendor/Part Information FA Portal Parts Inventory Vendor/Part Information (Basic Info) 5. Enter the Current order unit price if this price is under contract. 6. Change the Price type (if necessary). Continued on the next page.

32 32 ©2006, Stanley Associates. All rights reserved. 32 Completing the Parts Record – Vendor/Part Information FA Portal Parts Inventory Vendor/Part Information (Basic Info) 8. The Entry complete checkbox will automatically be checked when ALL records are completed. When this box is checked the Automatic reordering screen for this part is enabled. 7. Warranty start defaults to Upon Installation. 9. Click on the Warranty tab. (Continued on the next page)

33 33 ©2006, Stanley Associates. All rights reserved. 33 FA Portal Parts Inventory Vendor/Part Information (Warranty) Completing the Parts Record – Vendor/Part Information 12. Click Process to save entry. 10. Fill Warranty life Months if applicable. 11. Fill Warranty life Meter units if applicable.

34 34 ©2006, Stanley Associates. All rights reserved. 34 Automatic Reordering - Highlights The Reordering screen is designed to display lists of Stock parts that meet filter criteria (see above) and which are due to be reordered based on current inventory levels and pending orders; and to generate purchase orders (automatic type) for those parts. A standard report PR:PTS-REORDER LIST-LOC provides a list of parts by location that meet the reorder criteria and would be the review document the Parts Manager uses prior to creating purchase orders automatically. FleetFocus FA creates purchase orders by vendor ID for all parts meeting the criteria. Several rules must be true for a part ID to qualify for reorder. 1. Must be STOCKED value on the Part Location Stock Management tab. 2. A completed Part/Vendor Information record for this part ID (see Entry complete box on page 14). 3. Reorder quantity must be greater than 0. 4. The part must have a preferred vendor. FA Portal Parts Inventory Reordering (Stocked Parts)

35 35 ©2006, Stanley Associates. All rights reserved. 35 Automatic Reordering FA Portal Parts Inventory Reordering (Basic Info) Note: Use this screen to automatically reorder parts and to generate purchase orders. FleetFocus FA creates a purchase order number using location, year, and a sequential number and can be reviewed on the Parts Order Management screen. 2. To edit a line item, click Prepare for update and process each line item. 3. Adjust Quantity to order, Vendor ID, or check the box to Exclude a line item. Note: If you change the vendor, there must be a completed Vendor/Part record. 1. Use Filter to specify a location. Then click Get data. Parts in need of reordering will be listed in the grid. Use the arrow keys to scroll through the list. You can edit Quantity to order, Vendor ID, or check the box to exclude an item from the PO. 4. Click on the Additional Info frame (continued on the next page)

36 36 ©2006, Stanley Associates. All rights reserved. 36 Automatic Reordering (continued) 5. Additional Info tab contains information about the part ID and should be reviewed routinely to ensure Reorder point and Reorder Quantity are set properly. 6. Go to Generate info area. FA Portal Parts Inventory Reordering (Additional Info)

37 37 ©2006, Stanley Associates. All rights reserved. 37 Automatic Reordering (continued) FA Portal Parts Inventory Reordering (Generate) 7. When you are ready to generate each purchase order, click Generate orders for all parts listed in the grid. 8. Click Process to save any changes and to generate the PO. Note: Purchase orders generated by this screen can be viewed on the Parts Order Management Screen restricted to the date and Open orders of the Automatic type at your location.

38 38 ©2006, Stanley Associates. All rights reserved. 38 Parts Order Management FA Portal Parts Inventory Part Ordering Parts Order Management (Basic Info) The purpose of the Parts Order Management screen is to display and update information related to all types of existing purchase orders. 1. Filter on Date Ordered, Location ID, and/or order type. To simplify your search utilize the wildcard feature. For example: to find PO number MY- 2002-0000001, filter on MY%1 to find all POs for warehouse MY and that end in 1. 2. Purchase order numbers will display in the grid. Use the arrow keys to scroll through the list. 3. Line items for each purchase order can be viewed on the Line Items info area. Continued on the next page.

39 39 ©2006, Stanley Associates. All rights reserved. 39 Parts Order Management – Changing Information FA Portal Parts Inventory Parts Ordering Parts Order Management Note: Follow these directions to change information in an already-generated Purchase Order. 4. Click on Prepare for Update to edit. 5. Select the Comments frame and add/delete comments as needed. 6. Select the Line Items frame and add/delete line item comments as needed. 7. Select the Related Work Orders frame and edit work order information as needed. 8. Click Process to save entry.

40 40 ©2006, Stanley Associates. All rights reserved. 40 Parts Order Management – Closing Line Items FA Portal Parts Inventory Parts Ordering Parts Order Management (Line items) Note: Follow these directions to close a line item on an already-generated Purchase Order. 1. Click on Prepare for Update to edit. 2. Select the Line Items info area. 3. Choose the line item you want to close in the grid and change the Status to CLOSED. 4. Click Process to save entry.

41 41 ©2006, Stanley Associates. All rights reserved. 41 Parts Order Management – Adding Line Items FA Portal Parts Inventory Parts Ordering Parts Order Management (Line Items) Note: Follow these directions to add line items to an already-generated Purchase Order. 1. Click on Prepare for Update to edit. 2. Select the Line Items tab. 3. Enter Status of OPEN, a Part ID, Quantity ordered, Required date. 4. Click Process to save entry.

42 42 ©2006, Stanley Associates. All rights reserved. 42 Group Control FA Portal Parts Activity Part Receipts (Receipts) 1. Filter on the Purchase order ID. 2. To edit information, click Prepare for Update. Parts Receipts – Returning a Part to a Vendor 8. Click Process to save entries. To return a part to a vendor when you are not exchanging the part, follow these steps. 3. Enter the Quantity to receive of the part. 4. The Receipt date will default to todays date (may be changed). 5. Enter the Receipt location ID. 6. Check Return to Vendor. 7. Enter the Receipt price vendors currency.

43 43 ©2006, Stanley Associates. All rights reserved. 43 Issuing Parts to Work Orders FA Portal Shop Activity Parts Issues and Returns 2. Fill in the Work order location ID or select from list. 3. Fill in the Work order year. 4. Fill in Work order number or select from list. 5. Fill in Task ID or select from list.. 6. Date will fill in with todays date. You can change it if necessary. 7. Fill in the Issuing location ID or select from list. 8. Enter the Part ID or select from the list. Continued on next page 1. Click Prepare for insert. Use this screen to issue parts to work orders. The work order must already be opened before FleetFocus FA will allow you to post parts. The work order must be in OPEN or WORK FINISHED status; parts cannot be posted to a CLOSED work order.

44 44 ©2006, Stanley Associates. All rights reserved. 44 FA Portal Shop Activity Parts Issues and Returns Group Control 9. The Part suffix will fill unless there are multiple Part suffix. 10. Enter the Vendor ID or select from the list. 11. If you are returning a part to stock check Return. 12. Enter the Quantity issued. The average Unit price of the part will fill if it is a stocked part. 13. Click Process to save entry. Issuing Parts to Work Orders

45 45 ©2006, Stanley Associates. All rights reserved. 45 Direct Issues 1. Press Prepare for Insert 2. Enter one of the following: Equipment ID Department ID, or Account ID 3. Enter the Date 4. Enter the Part ID 5. Enter the Quantity 6. Enter a comment (optional). 7. Press Process FA Portal Parts Inventory Parts Activity Direct Issues The purpose of the Direct Issues screen is to issue parts out of inventory that dont go on to a work order. For example, parts can be issued directly to a vehicle, to a department, or to an account.

46 46 ©2006, Stanley Associates. All rights reserved. 46 Parts Transfers FA Portal Parts Inventory Parts Activity Stock Transfers (Basic Info) 1. Click Prepare for insert. FleetFocus FA displays the Transfer ID. 2. Enter a Description. 3. For New Status chooseSEND PARTS OUT. 4. From Location ID is the location ID of the parts location that is to transfer the part. 5. To location ID is the location at which the parts will be received. 6. Intended for location ID is where the parts are going. 7. Enter your Employee ID. Note: To transfer parts from one parts inventory location to another is a two part process. The first, Send parts out is detailed on pages 46 – 48. The next part, Receive parts, is on page 49. Continued on the next page.

47 47 ©2006, Stanley Associates. All rights reserved. 47 Parts Transfers (continued) 11. Click on the Parts List info area. Continued on the next page. 8. Fill in the Work order ID if you know it. 9. Enter the Equipment ID if you know it. The Equipment serial number will fill in automatically. 10. The Transferred Date and time will fill in. FA Portal Parts Inventory Parts Activity Transfers (Basic Info)

48 48 ©2006, Stanley Associates. All rights reserved. 48 FA Portal Parts Inventory Parts Activity Stock Transfers (Parts List) Parts Transfers (continued) 12.Enter the Part ID. The Part suffix will fill in. 13.FleetFocus FA displays the Qty on hand and the Part description. 14.Enter the Quantity to be transferred. 15.Enter the Vendor ID. 17. Click Process to save entry. Group Control Note: To print a copy of the transfer and send it with the part. See step 17, below. 16. To print a copy of the transfer to send with the part, click on Output Control frame. Select your printer in the Printer ID field.

49 49 ©2006, Stanley Associates. All rights reserved. 49 Parts Transfers (continued) FA Portal Parts Inventory Parts Activity Stock Transfers (Basic Info) Note: Follow these steps to RECEIVE PARTS IN through the transfer process. Once the To location has received the transferred parts and the transfer record status is updated, FleetFocus FA adds the parts to inventory at the location in the To location ID field. You cannot update transfers with this status. 1. Use the Filter to find the correct transfer. 2. Click on Unlock to edit. 3. Change New status to RECEIVE PARTS IN. 4. The Date and time Received will fill in. 5. Click Process to save changes and update inventory counts

50 50 ©2006, Stanley Associates. All rights reserved. 50 FleetFocus FA has several features to assist in conducting parts inventory counts. Pages 49-57 of this manual give detailed instructions for using these features. 1. Complete the parts inventory counts using a handheld device: Follow the instructions on pages 50 – 52 to complete inventory counts using a handheld devices. 2. Double-check the counts: Run the Inventory Analysis by Location report to compare the inventory counts captured in the handheld device to the on-hand quantity that is in the FA database. To run this report, select PR:PTS-INV ANALYSIS-LOC from the Report list and enter the information when prompted (page 53 – 54) 3. Make any corrections that are needed: If you need to make corrections to any of the part counts, you can do so on the Inventory Counts screen (see page 56) 4. Update counts in FA: If you are satisfied with the counts captured in the handheld device, automatic inventory adjustments can be made to reflect the new counts captured in the handheld by using the Inventory Counts screen as described on page 57. Inventory Counts Overview

51 51 ©2006, Stanley Associates. All rights reserved. 51 Inventory Counts using a Handheld Step: 1. Enter Username. 2. Enter Password. To use the keypad for the password, select the icon. 3. Select Login.

52 52 ©2006, Stanley Associates. All rights reserved. 52 Step: 4. Scan Part ID from barcode (Part suffix and location will fill automatically) or enter Part ID, Suffix and Location using the keypad. 5. Enter the inventory Quantity by using the keypad or by using the - + buttons. 6. Select OK after every part entry. Inventory Counts using a Handheld

53 53 ©2006, Stanley Associates. All rights reserved. 53 Step: 7. All inventory values will be illustrated in this table 8. Repeat steps 4 through 6 for every part. 9. Select Logout when complete. 10. Select Exit from the main Parts screen If your handhelds are configured for wireless networking, pressing the Logout button will automatically transmit the data to FA. IMPORTANT: You still need to complete several steps (shown on the next few pages) to update FAs quantity on hand with the counts collected in the handheld device. Inventory Counts using a Handheld

54 54 ©2006, Stanley Associates. All rights reserved. 54 11.Select the PR:PTS-INV ANALYSIS-LOC from the Report list. 12.Select a Printer ID (blank for print-to-screen.) 13.Enter a Starting Location ID. 14.Enter an Ending Location ID. If only one location is desired, re-enter the location entered in step 3. 15.Enter the Count date. Note format MM/DD/YYYY. Printing the Inventory Analysis Report Note: Print this report to display the difference between your inventory count and the current on-hand quantities and values.

55 55 ©2006, Stanley Associates. All rights reserved. 55 Parts Inventory Analysis Report

56 56 ©2006, Stanley Associates. All rights reserved. 56 Inventory Counts (continued) Step: 16. To complete the inventory update, login to FA GUI on the desktop computer. 17. Go to the Inventory Counts Screen by: FA Portal > Parts Inventory > Parts Activity > Inventory Counts

57 57 ©2006, Stanley Associates. All rights reserved. 57 If you discovered any incorrect counts while running the Inventory Analysis report, you can retrieve all the counts and make any corrections that are needed by following these steps: 18. Filter on your Location ID, enter the bin range (or inventory month) that you completed the counts for. This will pull all parts and their counts into the screen. 19. Click Prepare for Update 20. Correct any counts that are in error. 21. Select Process. Inventory Counts (continued)

58 58 ©2006, Stanley Associates. All rights reserved. 58 To automatically load the new counts into FA follow these steps: 22. Click Prepare for Insert 23. Input Location ID 24. Select the checkbox to update the inventory count. 25. Enter the date the inventory count was performed on the handheld device. 26. Select Process. END Inventory Counts (continued)

59 59 ©2006, Stanley Associates. All rights reserved. 59 FA Portal Parts Inventory Parts Activity Stock Check (Current Stock) The purpose of the Stock Check screen is to display information about the parts inventory in order to determine how to satisfy a requirement for a part at a location. 1. Filter on Part ID, Location Id and Requested Quantity. 2. Review the Suggested Action, Stock at Other Locations or Pending Orders and other frames as needed. 3. To generate a part request for the part check Generate request for this part. Parts Activity – Stock Check 4. Click Process.

60 60 ©2006, Stanley Associates. All rights reserved. 60 FA Portal Parts Inventory Parts Activity Part Requests The purpose of the Part Requests screen is to allow shop personnel to display and issue requests for parts that are in stock but not immediately accessible (such as parts at another location or stored in a closed parts room). Typically, parts personnel monitor the screen for new requests and issue or transfer parts to fill the requests. 1. Click here to Prepare for insert. 2. Enter the Location ID, Employee ID and Work order ID (if applicable). 3. Enter the Part ID(s), Comments, Task ID and Quantity. Part Requests – Requests 4. Click Process. Note: When you insert a part request, if the Message Printer frame on the Setup -> Organization Structure -> Locations screen specifies a Printer ID for the Location ID, below, FA sends a message to that printer about the request.

61 61 ©2006, Stanley Associates. All rights reserved. 61 FA Portal Parts Inventory Parts Activity Part Requests Part Requests – Filling a Request 3. Click Process. 1. Filter on Request ID, Location ID, Employee Id or uncheck Completed (to only see pending requests 2. Select one of the Parts request actions (see the next page for descriptions).

62 62 ©2006, Stanley Associates. All rights reserved. 62 FA Portal Parts Inventory Parts Activity Part Requests (Parts Request Action) NO ACTION FleetFocus FA does not take any automatic action on the part request at this time. If any line item on a request is set to NO ACTION, the entire part request will remain incomplete. ISSUE The part is in stock at the Location ID, above. FleetFocus FA automatically issues the part to the Work order ID, above. You must specify an ID in the Task ID field. TRANSFER FleetFocus FA automatically generates a transfer request for the part from the Location ID to the To location ID. It generates one request for each To location ID. To view the transfer(s) generated from this screen, use the Parts Inventory -> Parts Activity -> Transfers screen. DELETE FleetFocus FA cannot issue the part because it is unavailable at any location (it may need to be ordered). Selecting the DELETE action will remove the line item from the request. COMPLETE This status simply marks the line as complete, and serves as a status to automatically complete the entire parts request if all other line items have a status other than NO ACTION. ORDER This status automatically generates a purchase order for this part on the Quick Orders screen. In addition, it associates the work order as a related work order for that line item on the Part Ordering -> Quick Orders (Related Work Orders frame). Parts Requests – Requests Changes

63 63 ©2006, Stanley Associates. All rights reserved. 63 Setting Up Cores Cores functionality in FleetFocus FA allows you to track and report on Core recovery charges. There are numerous ways to capture this information. Manually checking the Core credit field on all part issue screens and entering the Core unit value (Page 61). Specifying that the part has a core, which automatically checks the Core credit field and then manually entering the Core unit value (Page 62). If the Core unit value is constant, entering the value on the Vendor/Part Information screen and the value will default (Page 63). If tracking of the paperwork for the core is required, turning on the automatic creation of a core claim so you may track the progress of the warranty claim (Pages 73 -78). In all cases, these values are stored on the Historical Costs screen (Page 84).

64 64 ©2006, Stanley Associates. All rights reserved. 64 Setting Up Cores – Parts Issues and Returns FA Portal Shop Activity Parts Issues and Returns Cores are tracked through the Parts Issues and Returns, Work Order Center and Work Order – Short Form screens.

65 65 ©2006, Stanley Associates. All rights reserved. 65 Setting Up Cores - Part Classifications The Part Classification assigned to each part must be defined with Has a core. FA Portal Setup Parts Items Part Classifications

66 66 ©2006, Stanley Associates. All rights reserved. 66 Setting Up Cores – Vendor/Part Information FA Portal Parts Inventory Vendor/Part Information (Basic Info) Create a Vendor/Part Information record for the Part ID and enter the Core credit value. This value will default in the Core unit value when the part is issued (it may be changed).

67 67 ©2006, Stanley Associates. All rights reserved. 67 Setting Up Cores – Core Claims FA Portal Setup Organizational Structure Locations (Inventory - More Info) If shop wants to track the paperwork for the core return, then dont enter the core unit value on the Parts Issue and claim will be generated automatically if the Automatically create core claims when part with a core is replaced field is checked.

68 68 ©2006, Stanley Associates. All rights reserved. 68 Creation of a Core ClaimC Do not enter a value in the Core credit value field. FleetFocus FA will message you that a core claim has been created. FA Portal Shop Activity Part Issues and Returns

69 69 ©2006, Stanley Associates. All rights reserved. 69 Part Warranty Overview FleetFocus FA allows each part to be tracked for part failures and to track those parts on the Warranty Claims screen. A failure requires that the part be issued to the same equipment unit and that it be the same part ID, or another inventory part number that is a cross-reference to the same FleetFocus FA part ID. For each failure, FleetFocus FA checks to determine whether the failed part is still in its warranty or expected life period. If the failure occurs during one of these, FleetFocus FA records the failure in the Parts Failure table (PTD-FAIL). For a list of failed parts, see the standard PR:PTS-WAR PART FAIL report. The Retention Levels - Days info frame of the Setup -> System Mgmt -> Table Management screen specifies how long FleetFocus FA retains part failure entries. FleetFocus FA looks for previous issues of the same FleetFocus FA part ID and previous issues of all cross-references for the same part that are also FleetFocus FA part IDs, and selects the most recent previous issue from all issues that it finds. FleetFocus FA cannot check for warranties on non-FleetFocus FA part IDs because it has no warranty information on them.

70 70 ©2006, Stanley Associates. All rights reserved. 70 Setting Up Part Warranties - Part Classifications The Part Classification that is assigned to warrantable part must be set with minimum specification of Warrantable. FA Portal Setup Parts Items Part Classifications

71 71 ©2006, Stanley Associates. All rights reserved. 71 Setting Up Part Warranties - Part Classifications FA Portal Parts Inventory Primary Information (Basic Info) The Part classification ID must be defined as Warrantable on the Part Classifications screen (see previous page).

72 72 ©2006, Stanley Associates. All rights reserved. 72 Setting Up Part Warranties - Vendors The Vendor of the part must be setup to provide Parts warranties. FA Portal Organization Structure Vendors Vendor Primary Info (Functions)

73 73 ©2006, Stanley Associates. All rights reserved. 73 Setting Up Part Warranties - Vendor/Part Information FA Portal Parts Inventory Vendor/Part Information (Basic Info) The Entry complete checkbox will automatically be checked when ALL fields on the screen are completed.

74 74 ©2006, Stanley Associates. All rights reserved. 74 FA Portal Parts Inventory Vendor/Part Information (Warranty) Setting Up Part Warranties – Vendor/Part Information Enter the Warranty life Months and Warranty life Meter units. Note: If you enter the warranty months and no meter units the warranty expires immediately upon installation (if there is a meter on the vehicle).

75 75 ©2006, Stanley Associates. All rights reserved. 75 Data Shop Activity Work Order Center (Parts) Part Warranties – Posting Parts A warrantable part on the Work Order Center, Work Order – Short Form or Parts Issues and Returns screen. The first time the part is put on the equipment unit the warranty begins. Each subsequent time the part is replaced on the same equipment unit the warranty information is checked for warranty.

76 76 ©2006, Stanley Associates. All rights reserved. 76 FA Portal Setup Parts Items Part Options (Messaging) Setting Up Part Warranties – Part Options To have a message display when a part that is under warranty is replaced on a Work Order, check the Message when part under warranty is replaced.

77 77 ©2006, Stanley Associates. All rights reserved. 77 FA Portal Setup Parts Items Options (Messaging) Setting Up Part Warranties – Part Options This is the message that will display if the part being replaced is under warranty and the Message when part under warranty is replaced is checked.

78 78 ©2006, Stanley Associates. All rights reserved. 78 Setting Up Part Warranties – Part Claims FA Portal Setup Organizational Structure Locations (Inventory - More Info) If shop wants to track the paperwork for the part warranty, a part warranty claim will be generated if the Automatically create warranty claims when part under warranty is replaced field is checked.

79 79 ©2006, Stanley Associates. All rights reserved. 79 Data Setup Parts Items Options (Messaging) Setting Up Part Warranties – Part Options This is the message that will display if the part being replaced is under warranty and the Automatically create warranty claims when part under warranty is replaced field is checked.

80 80 ©2006, Stanley Associates. All rights reserved. 80 Warranty Claims The purpose of the Warranty Claims screen is to define and update warranty claims made to vendors or manufacturers in order to recover costs related to the return of core parts and equipment/parts warranties. FA Portal Warranty Warranty Claims (Claim Data)

81 81 ©2006, Stanley Associates. All rights reserved. 81 Warranty Claims (continued) Enter the Settlement Date and Settlement amount on the Settlement Data pane. FA Portal Warranty Claims Warranty Claims (Settlement Data)

82 82 ©2006, Stanley Associates. All rights reserved. 82 FA Portal Parts Inventory Cross-references Parts Cross-reference 1. Enter Part ID (part number as it is defined in FleetFocus FA). 2. Enter Part suffix for part number as defined in FleetFocus FA. 3. Enter Cross-reference part ID (another part ID for Part ID entered). 4. Enter Cross-reference part suffix. 5. Click here to Process. Use this screen to quickly and easily set up cross references between like parts from different manufacturers.

83 83 ©2006, Stanley Associates. All rights reserved. 83 FA Portal Parts Inventory Vendor Contracts Vendor Contracts (Basic Info) Vendor Contracts A vendor contract with a vendor (blanket purchase order) which authorizes the purchase of parts, or commercial repair preventive maintenance work may be tracked on this screen. The contract is for a defined period of time (usually one year) and has a defined maximum level of purchase authorization (money). Individual purchases, made at different times, all use the vendor contract number. FleetFocus FA subtracts the amount of each actual order from the vendor contract limit. An actual order can be placed only if its value does not exceed the current amount remaining under the vendor contract. The purpose of the Contracts screen is to display, insert, and record information about vendor contracts.

84 84 ©2006, Stanley Associates. All rights reserved. 84 FA Portal Parts Inventory Vendor Contracts Vendor Contracts (Basic Info) Vendor Contracts - Contracts 1. Enter the Vendor contract ID. 2. Enter the Vendor ID. 3. Enter the Begin date. 4. Enter the End date. 5. Enter the Purchasing limit. The purpose of the Contracts screen is to display, insert, and record information about vendor contracts.

85 85 ©2006, Stanley Associates. All rights reserved. 85 FA Portal Parts Inventory Vendor Contracts Parts Prices Vendor Contracts – Part Prices You can always provide a unit price when you enter an order for a part; however, if you established unit prices with a vendor under a vendor contract you can specify the price for each part on this screen in order to save yourself the trouble of looking up the unit price each time you insert an order for the part under the vendor contract. 1. Enter the Vendor contract ID. 2. Enter the Part ID and Part suffix. 3. Enter the Unit Price. The purpose of the Parts Prices screen is to display and record information about unit prices of parts covered under vendor contracts.

86 86 ©2006, Stanley Associates. All rights reserved. 86 Vendor Contracts – Quick Orders Each line item that is placed on the Quick Orders screen may be under a Vendor contract ID. To decrement the amount from the contract enter the Vendor contract ID. FA Portal Parts Inventory Parts Ordering Quick Orders (Line Items)

87 87 ©2006, Stanley Associates. All rights reserved. 87 Historical Costs Month to month Core recovery may be viewed on the Historical costs screen. FA Portal Equipment Units Historical Costs (Repair and PM)

88 88 ©2006, Stanley Associates. All rights reserved. 88 Where to Find Help? Hardware (monitor, keyboard, printer, etc.) Network (Novell, IntraNetWare, etc.) Dont know? Still stumped? Supervisor or IS Department MAXIMUS Systems Inc. Phone:(800) 900-8152 Fax:(858) 452-0478 E-mail:fasupport@maximus.com Web:www.maximus.com Keep this training information handy and use it as your FIRST reference! FleetFocus FA (screens, procedures, etc.) Data-Related Problems FleetFocus FA Online Help


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